Vincent wrote ".........what tasks need to be done & other procedures undertaken with branches/departments that are taking part in the EDRMS before the start of the Pilot Project ....."

Listed below are key tasks prior to starting a pilot project (Several of these may have already been done by your team but listing here for reference)

- Evaluate and understand organizational landscape - review business, legal, regulatory, operational, financial factors affecting the company

- Understand current state of document and records management(if any) processes and practices

- Understand business "pain -points" related to doc/records mgmt

- Perform cost/benefits analysis of the project 

- Obtain line of business buy-in (assuming of course that sr. mgmt has already committed to the project)

- Develop high level "vision" of the project - what are the goals, objectives, and success criteria (review what "pain points will be addressed by the EDRMS)

- Develop and document key business requirements for the EDRMS project

- Think about taxonomy, file plans, retention etc.

 - Review file formats, media to be managed etc

- Conduct records management awareness session to ensure branches/departments know what is entailed

- Determine team structures (who from business, tech, legal, RM etc ) will participate

- Determine roles and responsibilities 

- Develop records inventory - series/types, retention periods, detailed file plans (the sequence of this may vary from company to company - depending on your organization this may be done as an early step or even later)

- Evaluate pilot candidates based on factors important to the business

- Determine scope of pilot(s) (identify which requirements will be piloted)

- Determine scanning requirements

- Validate technology development requirements (design, architecture, tool sets, standards, testing scripts etc etc)

- Validate infrastructure requirements (servers, software, loadsets, versions, sizing etc)

- Determine pilot project plans, dates, milestones

- Conduct detailed training session for pilot personnel

- Start Implementing....!

Thanks
Ganesh Vednere 

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